Board approves vendor renewals, software and policy package; blanket PO draws dissent

At its May 27 meeting the South Bend school board approved a series of action items that included software subscriptions, procurement awards, and policy adoptions.

The board unanimously approved a one‑year renewal with Yellow Folder for student records management for $61,511.40 and a multi‑year School Messenger subscription renewal (vote recorded 7–0). Trustees also approved the food‑service procurement and consulting RFP award after evaluating two bids; that contract passed on a 5–2 vote.

The board authorized a three‑year special‑education software subscription with Everway LLC, reported in the meeting materials as $183,089.45, to support IEP creation and compliance; the item passed unanimously. Facilities staff requested a $300,000 blanket purchase order for recurring plumbing, HVAC and mechanical services through DA Dodd and a Keystone Cooperative fuel purchase (the staff cited about $120,000 for diesel and gasoline). One trustee expressed discomfort with the blanket PO approach but staff explained invoices will be matched to work performed and that payments will still appear on the bills list for board ratification; the measure passed 6–1.

Trustees also approved the job description for a part‑time parent engagement coordinator (up to 30 hours/week) after debate over reporting lines and whether the position duplicates communications responsibilities (vote recorded 4–3). The board approved the 2026 stale check summary and moved to adopt a package of policy updates after waiving a third reading.

Where votes were not unanimous, dissenting trustees raised transparency and oversight concerns — specifically about blanket purchase orders and role duplication for new positions — and asked staff to document approval workflows and posting/interview processes for new jobs.

Recorded outcomes from the meeting include: Yellow Folder renewal approved (7–0); School Messenger renewal approved (7–0); food service procurement award approved (5–2); Everway special‑education software approved (7–0); facilities blanket PO approved (6–1); parent engagement job description approved (4–3); stale check summary approved (6–1); policies adopted (recorded as carried).